Why Miscommunication Happens
Even precise communicators sometimes get it wrong. Repairing miscommunication on teams is part of leadership, because words that feel neutral to one person can land personally with another. The gap lies not in the words themselves, but in how they are interpreted—filtered through the listener’s experiences, assumptions, and insecurities.
On leadership teams, where pressure and stakes are high, this risk increases. A simple comment can land as criticism, exclusion, or doubt. What was meant as general may be heard as personal.
A Common Experience
In a recent conversation, I made what I thought was a general point. The other person thought I was talking about them. It touched a nerve and landed in a way I didn’t intend.
This is the reality of communication: it is not just about what we say, it is about how it is received.
The Leadership Challenge: Repairing Miscommunication on Teams
For leaders, miscommunication is more than awkward. It affects trust, team dynamics, and decision-making. Left unaddressed, even small misunderstandings can:
- Weaken relationships.
- Create defensiveness.
- Reduce openness in future conversations.
Repairing miscommunication quickly is a leadership responsibility.
How Leaders Can Repair Miscommunication
1. Notice the Reaction
Pay attention to tone, body language, or silence. These signals often reveal when words have landed the wrong way.
2. Clarify with Curiosity
Ask questions like:
- “I may not have said that clearly—can I restate it?”
- “How did that come across to you?”
Curiosity shifts the focus from defending your intent to understanding the other person’s perspective.
3. Own the Impact
Intent matters, but impact matters more. If your words landed poorly, acknowledge it. A simple “I see how that sounded, and that wasn’t my intent” goes a long way.
4. Repair and Reset
Repair is not about perfect phrasing. It is about listening, clarifying, and making sure the other person feels respected. Done well, repair can actually strengthen trust by showing humility and accountability.
What Teams Can Do Collectively
Teams can normalize repair by:
- Encouraging members to check assumptions.
- Building feedback into conversations.
- Creating norms like “assume positive intent, clarify impact.”
Over time, this reduces defensiveness and builds resilience in team communication.
About the Author
Michael Quoia is the co-founder and partner of KSE Leadership. He has worked with more than 50 executive teams worldwide, drawing on experience as a former McKinsey consultant, Stanford MBA, and partner at Heidrick & Struggles. His work focuses on communication, alignment, decision-making, and overall team effectiveness.
Closing Thoughts
Miscommunication is inevitable. The leadership test is not whether it happens, but how you respond. Repairing miscommunication on teams quickly preserves trust and strengthens performance. Repairing miscommunication on teams is a skill that preserves relationships, accelerates collaboration, and strengthens performance.
At KSE Leadership, we use the Team Effectiveness Profile (TEP) to help leaders assess team dynamics and identify communication patterns that either build or erode trust.
Frequently Asked Questions
Why does miscommunication happen on teams?
People interpret words through their own experiences and assumptions. Even neutral comments can be taken personally if they touch a nerve.
What is the best way to repair miscommunication?
Notice the reaction, clarify with curiosity, own the impact, and reset the conversation so respect and trust are restored.
Should leaders always clarify right away?
If possible, yes. Addressing miscommunication in the moment prevents assumptions from hardening. In some cases, circling back later may be better if emotions are high.
How can teams reduce miscommunication?
Set norms that encourage clarity, feedback, and assuming positive intent. Normalize repair so that misunderstandings are addressed quickly.
Does miscommunication ever have a positive effect?
Yes. When handled well, repair builds resilience and can even strengthen trust within the team.
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